IP Practice Team Specialist

Cooley LLP•Washington, DC

1d•Onsite

About The Position

Cooley is seeking an IP Practice Team Specialist to join the IP Services team. The IP Practice Team Specialist (IP PTS) serves as the centralized point of contact responsible for providing high-level non-billable administrative practice management support to assigned Patent practitioners. The IP PTS supports the entire practice group and serves as the administrative liaison between clients and the firm.

Requirements

3+ years relevant IP experience
After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
Relevant executive administrative experience

Nice To Haves

Bachelor’s Degree
Law Firm experience strongly preferred
Customer service oriented, as demonstrated by strong attention to detail, organization and ability to prioritize work tasks and manage deadlines based upon internal and external client needs
Ability to work independently and under pressure/tight time constraints
Creative and entrepreneurial approach to problem-solving and process improvement
Flexible and agile, ability to reprioritize with changes in the business
Strong initiative and a get-it-done attitude
Excellent communication and interpersonal skills

Responsibilities

Handle/support non-billable functions of the IP practice groups allowing the practitioners to focus on business development and billable client work
Serve as key point of contact for senior attorneys and practitioners, anticipate their needs, and act as a liaison between partners and others inside and outside the firm, including communicating with clients as needed
Serve as the administrative liaison for the integration of new practitioners
Proactively oversee new client engagement and conflicts checks, and draft and finalize waiver letters
Draft audit letters and support the audit letter approval process
Coordinate with and assist client transition team with intake, transfer, and disengagement tasks, including communicating with foreign agents as needed
Create and maintain client and partner reference guides in coordination with the client teams
Provide transition support to departing practitioners, including monitoring email and voicemail accounts post departure
Oversee all aspects of practice group meeting preparation and logistics (e.g., agenda, conference rooms, catering, outlook invitations, presentation materials)
Support practitioners as needed to meet professional development requirements
Arrange for and manage complex travel (domestic & international)
Proactively manage the pre-bill review process to lessen the attorney’s workload and take responsibility for timely returning pre-bills to Accounting
Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed
Serve as the liaison between client and collections on special billing requirements, discrepancies, write-offs and discounts as directed
Request and analyze client billing charts and monitor client matter budgets
Assist with the practice expense approval process
Take initiative to process expense reimbursements
Assist in the international invoice approval process and approve credit memos from international agents
Monitor and maintain status charts for clients and practitioners to ensure prioritization and completion of timely filings; coordinate with the client service specialists and trademark paralegals, as appropriate regarding same; prepare reports of previous filings and upcoming deadlines
Generate docket and status reports as needed
Perform research and extract relevant IP information from official patent and trademark databases
Coordinate and participate in specific initiatives related to client development efforts led by, and in conjunction with, members of the Marketing and Business Development team
Prepare and maintain reports relating to pitches made to clients and potential clients as requested
Conduct research for a variety of purposes, e.g. IP research on public and private databases, gather potential and current client information such as corporation/subsidiary information to update our records or for conflict checks, create a dossier for a partner or a client presentation
Serve as a centralized point-of-contact for opening all IP pro bono matters
Track diligence projects
Act as a back-up to other IP PTS(s)
Maintain high standards for internal/external client service and quality control
Champion and promote diversity, equity and inclusion to help drive positive change
Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking
Consistently meet deadlines and effectively complete operational and project-based assignments
Adhere to IP principles, specific policies, procedures and best practices
Actively participate in team training sessions and meetings and provide appropriate feedback or topic ideas
Immediately report all risk management-related concerns following proscribed risk reporting process
Perform all other duties as assigned or required